Admitted Students

Next Steps

Once you received your acceptance letter, there are a number of steps you must to take in preparation for your semester or year in Heidelberg. To help you with the paper work, we have prepared a Pre-Departure Handbook, which you might want to share with your parents. If after reading the pre-departure handbook, you still have questions, please address them to Hanne Heckmann,

NOTE: Summer students should consult the Frequently Asked Questions.

Pre-Departure Forms


  • Fall: June 1
  • Spring: December 1
  • Summer: April 15

All students

The following forms must be completed by all students:

AJY Students: Students participating in the American Junior Year program must also complete the following forms.

Summer Program Students: Students participating in the Heidelberg Summer Program must also complete the following forms.


AJY arranges comprehensive health insurance coverage for you with one of the leading German health insurance carrier, Barmer-GEK. It is in compliance with the requirements German universities set for their foreign students. 

Your Program fee covers the cost of this insurance. Coverage includes: Doctor’s visits, prescription medicine (except for a student co-pay of €5), hospital care (except for a co-pay of €10 per day), dental and eye care, physical therapy or counseling. Heidelberg University has a large medical school and thus has excellent hospitals. You will have access to all local and university hospitals, the university counseling center, family physicians, and specialists. The Program maintains a list and doctors our students have visited in the past and helps you find English-speaking doctors and counselors.

AJY staff is experienced in dealing with chronic health issues and provides support for students in need of counseling or treatment. Prior to your departure from the U.S., please inform the staff of any health issues which may need special attention while in Heidelberg.

Coverage begins on the day of your arrival in the program and ends on the last day of your final month (fall students December 31; extended fall students: February 28/29; spring students: July 31). It is valid throughout Germany and the EU, and in countries which have agreements with Germany. It does not cover students in their home country, however. If you plan to arrive early or to remain in Europe after leaving the Program, you are responsible for your own health insurance.

In addition to comprehensive health insurance, the AJY Program arranges for all students to be covered for personal liability, medical evacuation and repatriation of remains during the duration of the program.

A Word about Illegal Drug Use

AJY advises all students to stay away from illegal drugs. Please see The European Legal Database on Drugs on detailed information for Germany and other European countries regarding illegal drug use and its consequences - and don't forget: neither the U.S. Embassy or Consulate, nor AJY can help you if you get in trouble.


At times, we are asked about our policy for dealing with emergencies or other events, such as natural disasters or terrorism that could jeopardize the safety of students in the American Junior Year (AJY) Program/Summer Program. AJY has an emergency system involving students and staff on-site in Heidelberg, Germany as well as our International Office, and Dean of Student Affairs Office on our home campus in Tiffin, OH. Immediately after arrival in Heidelberg, Germany we discuss health and safety issues during the first days of orientation. We do not post these emergency procedures on our website, but concerned students or family members may inform themselves by calling in the AJY office at Heidelberg University in Tiffin, Ohio.

We encourage you to consult the details Travel Alerts and Warnings on the U.S. Department of State website. In addition, we would like to direct you to the Smart Traveler Enrollment Program

  • Receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.

  • Help the U.S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency.

  • Help family and friends get in touch with you in an emergency.

Of course, it is Germany that our students travel to, and therefore, you will want up-to-date information on this specific country. Again, the U.S. Department of State website provides a detailed fact sheet on travel and safety in Germany. Another useful link gives information on travel to European countries in the Schengen Area.

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